GA11 NOTICES & ANNOUNCEMENTS

NOTICE FOR GENERAL ASSEMBLY

Notice is hereby given that the 11th General Assembly (GA11) of members of the Roundtable on Sustainable Palm Oil (RSPO) will be held at the Shangri-La Hotel, Kuala Lumpur, Malaysia on Thursday, 20 November 2014 at 1500 hours (GMT +8) for the following purposes:

AGENDA

1. Members’ roll call.

2. Opening Address by the RSPO Chairperson, Biswaranjan Sen.

3. Report presented by the RSPO Chairperson.

4. Confirmation of minutes for the last General Assembly (GA10) held on 14 November 2013.

Smallholder o FELDA is retiring and available for re-election. There will be no election and FELDA will serve another term as no other nominations have been received.

Rest of the World o New Britain Palm Oil is retiring and is NOT available for re-election. One nomination was received for Agropalma Group and they will assume the seat for a term as there were no other nominations received.

• Processors & Traders: o AAK AB (formerly AarhusKarlshamn AB) is retiring and available for re-election. There will be no election and AAK AB will serve another term as no other nominations have been received.

• Consumer Goods Manufacturers: o Mondelez International Inc. is retiring and available for re-election. There will be no election and Mondelez International Inc. will serve another term as no other nominations have been received.

• Retailers: o Retailers Palm Oil Group is retiring and available for re-election. There will be no election and Retailers Palm Oil Group will serve another term as no other nominations have been received. o The seat vacated by Carrefour in November 2013, subsequently filled by Marks and Spencer is retiring and available for re-election. There will be no election and Marks and Spencer will serve another term as no other nominations have been received.

• Banks & Investors: o Rabobank International is retiring and available for re-election. There will be no election and Rabobank International will serve another term as no other nominations have been received.

• Environmental NGOs: o WWF International is retiring and available for re-election. There will be no election and WWF International will serve another term as no other nominations have been received.

• Social NGOs o Both ENDS is retiring and available for re-election. There will be no election and Both ENDS will serve another term as no other nominations have been received.

8. Any other business.

Biswaranjan Sen Chairperson - Roundtable on Sustainable Palm Oil

24 October 2014

IMPORTANT NOTICE:

(I) E-VOTING

GA registration will open on 24 October 2014 and can be submitted online at http://www.rt12.rspo.org/ga11/. A member may choose to E-Vote by selecting the e-voting option on the online GA registration form. Upon submission you will receive an email confirmation of your registration and instruction to access the e-voting portal.

Please DO NOT forget to cast your vote. Once registered to E-vote, you cannot then choose to vote physically or by proxy.

Important Dates To Note

Activity

Date

GA Online Registration Starts

24 October 2014

Registration to E-Vote Ends

16 November 2014, 2300 hours (GMT+8)

Casting of E-Vote Ends

18 November 2014, 1500 hours (GMT+8)

(II) IDENTIFICATION VERIFICATION PROCESS

In line with best practices RSPO will carry out an identification verification process of its members, member’s representatives and proxy holders attending on behalf of a member (“Attendees”) during registration and collection of ballot papers at the General Assembly (GA).

Kindly take note that all Attendees must produce a national identification document or passport for verification purposes. An Attendee of the GA who fails and/or refuses to produce the relevant documentation will be ineligible to vote at the GA.

In accordance with the RSPO Statutes 2013 (Article 9), RSPO Members are now invited to submit the following:

Nominations (including self-nominations) of candidates for the RSPO Board of Governors.

Proposals / resolutions for the consideration and endorsement by the General Assembly.

1. NOMINATIONS (INCLUDING SELF-NOMINATIONS) OF CANDIDATES FOR THE RSPO BOARD OF GOVERNORS

The following positions in the Board of Governors are due for election:

1.1 Ordinary Membership – Category: Growers

Malaysia - Smallholder

FELDA is retiring and available for re-election.

Rest of the World

New Britain Palm Oil is retiring and is NOT available for re-election.

1.2 Ordinary Membership – Category: Processors & Traders

AAK AB (formerly AarhusKarlshamn AB) is retiring and available for re-election.

1.3 Ordinary Membership – Category: Consumer Goods Manufacturers

Mondelez International Inc. is retiring and available for re-election.

1.4 Ordinary Membership – Category: Retailers

Retailers Palm Oil Group is retiring and available for re-election.

The seat vacated by Carrefour in November 2013, subsequently filled by Marks and Spencer is retiring and available for re-election.

1.5 Ordinary Membership – Category: Banks and Investors

Rabobank International is retiring and available for re-election.

1.6 Ordinary Membership – Category: Environmental NGOs

WWF International is retiring and available for re-election.

1.7 Ordinary Membership – Category: Social NGOs

Both ENDS is retiring and available for re-election.

RSPO Ordinary Members are hereby invited to nominate themselves or any other candidate for the upcoming election of the RSPO Board of Governors (BoG) for the seats stated above. Only RSPO Ordinary Members are eligible as candidates for the BoG position to represent their respective membership category.

The BoG is responsible for the general management of the RPSO in collaboration with the RSPO Secretary General. The BoG will work together with the Secretariat staff to discuss the activities of the association and to guard quality and financial viability. Elected BoG members must prepare to dedicate required time and resources to the RSPO.

Nominations submitted must contain the following:

Name of organization, membership category, membership number, name of nominee, designation in the organization and contact details.

All nominations must reach the RSPO Secretariat no later than 1700 hour (GMT+8), 10 October 2014 (Friday). Please note that a strict policy will be enforced, thus, late nominations WILL NOT be entertained.

2. PROPOSALS / RESOLUTIONS FOR THE CONSIDERATION AND ENDORSEMENT BY THE GENERAL ASSEMBLY

In accordance with the RPSO Statutes 2013, this call also extends to proposals / resolutions for consideration by the General Assembly (GA). In order for the GA to meaningfully deliberate and decide on proposals / resolutions, these submissions must meet with the requirements stipulated to facilitate proper consideration of proposals within a fixed timeframe.

Proposals must contain the following:

i. Title of proposal and sponsor / proponent (i.e. RSPO Member) ii. Summary / background of proposal (maximum one A4 page) iii. Information and / or contact to obtain full details of proposal

Guidance – the contents of the proposed resolution should not be in conflict with the RSPO Statutes 2013, Anti-Trust Principles or require changes to the Principles and Criteria (P&C). Resolutions should be worded in a manner that allows for a clear ‘For’ or ‘Against’ vote and should not contain multiple options.

Please send your proposal/(s) to the RSPO Secretariat either by post, fax (+603 2302 1542) or email (ga@rspo.org). All submission of the proposals must reach the RSPO Secretariat no later than 1700 hour (GMT+8), 10 October 2014 (Friday). Please note that a strict policy will be enforced, thus, late submissions WILL NOT be entertained.

3. INFORMATION ON REGISTRATION OF ATTENDANCE OR ELECTRONIC VOTING (E-VOTING) FOR THE 11TH RSPO GENERAL ASSEMBLY (GA11)

We encourage all Ordinary Members to register your attendance for GA11.

Registration will open on 24 October 2014 and can be submitted online at http://www.rt12.rspo.org/c/ga11-inquiry35/. We would also like to take this opportunity to remind you to kindly settle any outstanding membership fees before GA11.

A formal Notice of General Assembly (GA) along with the proxy form (for those who are unable to attend GA11) will be sent to members of RSPO at least 21 days before the GA. In addition, we are pleased to inform you that Electronic Voting (E-Voting) which was ratified at the last General Assembly will be available for GA11. This is an initiative of the RSPO to enable more members from across the world participation in the annual General Assembly.

Please note that the draft minutes of GA10 have been posted on the RSPO website at:

The Organiser reserves the right to amend the programme & details of RT12 as deemed necessary.
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